Write down the minimum and maximum numbers the quote covers. State the final confirmation date, per-person changes, and whether staffing or equipment changes with attendance. Keep dietary needs and meal counts organised.
Set a date for the final guest count, explain the included allowance, and say how additions or reductions after that date change food, staffing, and equipment needs. Confirm dietary requests in writing and agree who verifies them with guests. Use one authorised contact for changes and send a revised total for approval. Do not guarantee allergy safety unless your kitchen controls and process can support it.
Keep the final guest count and approved menu version together to avoid kitchen and organiser using different figures.
Agree one person who may approve guest-count changes and by what date. Keep updated quantities in the kitchen copy and organiser copy so both use the same version. Document how late additions affect staffing, food safety, and service timing before accepting them.
Confirm late changes in writing and avoid purchasing perishables without approval. Use a KobStore page to explain your catering process; create one and help clients prepare accurate enquiries.
